Zoom Call Duration Tracking & CPT Code Automation

Release Date: 5th December 2025
Version: 1.0
Status: Live in Production under Ruh Care Inc. and Ruh Corp. Suborgs

🎯 Executive Summary

We've implemented automated tracking of actual Zoom call durations for therapy sessions. This feature automatically captures when therapists start and end Zoom calls, calculates the actual duration, determines the appropriate CPT code for insurance billing, and appends all relevant information to appointment notes. This automation is critical for insurance audits and ensures accurate billing practices.

✨ What's New

Automatic Duration Tracking

The platform now automatically tracks:

⏰ Actual Start Time - When the therapist starts the Zoom call and also track if they joined the session late
⏱️ Actual Stop Time - When the therapist ends the Zoom call
⏲️ Actual Duration - Total time (in minutes) of the Zoom session
🏥 CPT Code - Automatically assigned based on appointment type and duration

Smart Admin Notes Appending

Session timing information is automatically appended to appointment notes:

✅ Preserves existing notes (never replaces)
✅ Appends formatted admin section at the end
✅ Includes late start notifications if applicable
✅ Handles multiple Zoom calls for the same appointment

Intelligent CPT Code Assignment

CPT codes are automatically determined based on:

👥 Appointment Type - Couples, Family, or Individual therapy
⏱️ Actual Duration - Length of the session
🌎 Geography - Canada vs. US billing requirements

🔧 How It Works

Trigger Mechanism

The system is triggered by Zoom Webhook Events:

appointment.participant_joined - When therapist starts the call
appointment.participant_left - When therapist ends the call

Timing: Updates occur automatically as soon as the Zoom call ends.

📋 Data Captured

Appointment Fields Updated

Field	Description	Example
Actual Duration (minutes)	Total call duration	`45`
Appointment Notes	Admin section appended with timing details	See format below

Admin Notes Format

The following standardized format is appended to appointment notes:

===== For admin use only. Please don't edit. ===== 
Actual start time: 2:03 PM EST (started 3 mins late) 
Actual stop time: 2:48 PM EST 
Actual duration: 45 minutes CPT code: 90834

🏥 CPT Code Logic

Ruh Corp. - Rest of The World - No CPT Code

For appointments in Canada & Rest of the World, CPT codes are NOT appended:

No CPT code field in admin notes
Only timing information is recorded
Complies with Canadian billing practices

Ruh Care Inc. - United States - Automated CPT Assignment

Couples & Family Therapy

For appointment types: Couples, Couples Extended, Family, Family Extended

CPT Code: 90847 (regardless of duration)

Individual Therapy

Duration	CPT Code
< 38 minutes	`90832`
38-52 minutes	`90834`
≥ 53 minutes	`90837`

Note: Duration ranges are inclusive on the lower bound, exclusive on the upper bound.

🌍 Timezone Handling

All timestamps are recorded in the Therapist's Timezone:

Format Examples

Start Time: 2:00 PM EST
Stop Time: 2:45 PM EST
With Late Start: 2:03 PM EST (started 3 mins late)

Timezone Logic

Timestamps converted to therapist's configured timezone
Timezone abbreviation displayed (EST, PST, CST, etc.)
Consistent time format: HH:MM AM/PM [TZ]

⚠️ Edge Cases & Special Handling

Multiple Zoom Calls for Same Appointment

Scenario: Therapist starts a call, ends it, then starts another call for the same appointment (e.g., client asks to reschedule by 15 minutes)

Action:

Option 3 Implementation - Both call durations are recorded
First call timing information remains intact
Second call timing is appended below
Both admin sections are preserved

Example:

===== For admin use only. Please don't edit. ===== 
Actual start time: 2:00 PM EST 
Actual stop time: 2:05 PM EST 
Actual duration: 5 minutes 
CPT code: 90832  

===== For admin use only. Please don't edit. ===== 
Actual start time: 2:15 PM EST 
Actual stop time: 3:00 PM EST 
Actual duration: 45 minutes 
CPT code: 90834

Late Start Detection

Scenario: Therapist starts the Zoom call more than 3 minutes after the scheduled start time

Action:

Append (started # mins late) to the actual start time
Calculated based on scheduled start time vs. actual start time
Example: 2:05 PM EST (started 5 mins late)

Phone & In-Person Sessions

Scenario: Appointment is conducted via phone or in-person (not Zoom)

Action:

No automatic tracking - Zoom webhooks don't fire
Therapist must manually add timing information
Template provided in notes section for manual entry:

===== For admin use only. Please don't edit. ===== 
Actual start time: ##:## AM/PM 
Actual stop time: ##:## AM/PM 
Actual duration: ## minutes 
CPT code: _____

Missing Therapist Timezone

Scenario: Therapist timezone is not configured

Action:

Default to Eastern Time (EST/EDT)
Log warning for admin review
Notify therapist to update profile settings

Zero Duration Calls

Scenario: Therapist starts and immediately ends call (e.g., testing Zoom)

Action:

Duration recorded as 0 minutes or 1 minute
CPT code defaults to 90832 (shortest session)
Admin can manually update if needed

🎁 Benefits to Team

For Therapists

🚀 No Manual Entry: Duration tracked automatically
⏱️ Time Savings: No need to calculate session times
✅ Accurate Records: Precise timing for all sessions
📝 Audit Ready: Automatic documentation for insurance

For Billing Team

💰 Correct CPT Codes: Automated, accurate billing codes
🔍 Audit Compliance: Complete session timing records
📊 Better Reporting: Accurate duration data for analysis
⚡ Faster Processing: No need to request timing from therapists

For Compliance

🏥 Insurance Audits: Complete audit trail available
📋 Documentation: Standardized timing records
🔒 Data Integrity: System-generated, tamper-resistant
✅ Regulatory Compliance: Meets billing documentation requirements

🔍 Implementation Details

Data Flow

Therapist starts Zoom call for appointment
Zoom sends participant_joined webhook
System records actual start time in therapist timezone
Compares start time to scheduled time (late detection)
Therapist ends Zoom call
Zoom sends participant_left webhook
System records actual stop time
Calculates duration (stop time - start time)
Determines appointment type and location
Assigns appropriate CPT code (if US-based)
Formats admin notes section
Appends to existing appointment notes
Updates "Actual duration (minutes)" field

📞 Support & Questions

For questions about this feature or to report issues, please contact:

Development Team: [email protected]

Last Updated: December 2025

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